ProSystem fx Site Builder. enewsletters

Transcription

1 ProSystem fx Site Builder enewsletters December 2011

2 Copyright , CCH INCORPORATED. A Wolters Kluwer business. All Rights Reserved. Material in this publication may not be reproduced or transmitted, in any form or by any means, without prior written permission. Requests for that permission should be directed to: CCH INCORPORATED Hamilton Avenue Suite 200 Torrance, CA The contents of this publication are believed to be accurate. However, responsibility cannot be assumed for the information contained herein, and the consequences resulting from the use thereof. Material in this publication is subject to change without notice. This guide and the computer software it describes are designed to provide accurate and authoritative information in regard to the subject matter covered. They are distributed with the understanding that the publisher is not engaged in rendering accounting, legal, or other professional service. If legal advice or other expert assistance is required, the services of a competent professional should be sought. ProSystem fx is a registered trademark of CCH INCORPORATED. Windows is a registered trademark of Microsoft Corporation. All other brand, product, or company names are trademarks or registered trademarks of their respective owners.

3 Contents enewsletters 1 enewsletter Process Overview 2 Enabling enewsletters 2 Configuring enewsletter Options 3 Configuring the enewsletter Header 3 Configuring the enewsletter Default Message 4 Creating Custom Newsletters 4 Managing the Current enewsletter 5 Using Content Tags 5 Formatting Text 6 Reviewing enewsletter History 10 Managing enewsletter Subscribers 10 Contents i

4 Site Builder ENEWSLETTERS enewsletters Your clients can subscribe to enewsletters to keep up to date on state and federal tax alerts, tax briefings using your firm's and CCH's newsletters, and any events you have configured on your website. An example of the enewsletter your clients will receive is shown below. You only need to configure two items to set up your enewsletters: the header and the default message. Once you complete setup, no further maintenance is necessary. You can customize the header for your firm with either text or an image. You can customize the default message with tags that automatically update any dates or names for each client. See Configuring enewsletter Options on page 3 for more information. Additionally, you can edit the current month's enewsletter. See Managing the Current enewsletter on page 5 for more information. enewsletters 1

5 In addition to the header and default message, enewsletters display six articles, which can include CCH created articles, or custom articles created by your firm. CCH editors create five to seven articles each month to use in Newsletters on your website and enewsletters you send via . You can also create your own custom articles. See Creating Custom Newsletters on page 4 for more information on creating your own articles. The articles that display in your enewsletters are determined by the content selections you make on the Newsletter Options page. The first six articles you select to display on your website also display in your enewsletter. Your custom articles may or may not display in your enewsletters depending on the location you select on the Newsletter > Newsletter Options page. If you select to display custom articles on the bottom of the list, and there are six or more CCH articles selected from the current newsletters or the newsletter library, your custom articles will not be included in the enewsletter. The article order is as follows: 1. Custom newsletters (if selected to display at the top on the Newsletter > Newsletter Options page) 2. Monthly newsletters 3. Custom newsletters (if selected to display at the bottom on the Newsletter > Newsletter Options page) 4. Library newsletters enewsletter Process Overview After setting up your enewsletters, they will automatically populate every month without any maintenance needed from you. To create your enewsletters, do the following: 1. Enable enewsletters so your clients can sign up to receive them. See Enabling enewsletters on page 2 for more information. 2. Create the header. See Configuring the enewsletter Header on page 3 for more information. 3. Create the default enewsletter message. See Configuring the enewsletter Default Message on page 4 for more information. 4. Enter a distribution date and the subject line for the enewsletter. See Managing the Current enewsletter on page 5 for more information. 5. Save your changes. Once you complete these steps, you do not need to return to the enewsletter setup. Your enewsletters will automatically generate and distribute each month. However, if you want to personalize the enewsletter body text or change the distribution day each month, you can do so. Enabling enewsletters To enable enewsletters, do the following: 2. Click Modules > enewsletters on the toolbar. 3. Click Yes to the question Would you like Newsletters to be sent to your clients? enewsletters 2

6 4. Click Yes to the question Do you want enewsletters opt-in displayed on the home page? to allow your clients to sign up for enewsletters. If you select No, your clients will not be able to sign up to receive your enewsletters. Note: A custom signup form can be created for you by CCH. Contact Site Builder support at (877) , option 1, for more information. 5. Click Accept. 6. Click Site Design > Publish on the toolbar. Configuring enewsletter Options You customize the enewsletter header and default message for your firm's enewsletters. The header can be an image or text. For example, you may want to recreate your firm's letterhead. The enewsletter default message should contain a default greeting for your clients. The date can be automatically updated by using a content tag. See Using Content Tags on page 5 for information on content tags. After you set up and save your header and default message, click Current enewsletter in the navigation panel to preview. Important: If you make any changes to the current enewsletter, and then update items on the Options page, your changes to the current enewsletter will be lost. Configuring the enewsletter Header To configure your enewsletter options, do the following: 2. Click Modules > enewsletters on the toolbar. 3. Click Go to enewsletters Site. Note: This option is only available after you select Yes to the question Would you like Newsletters to be sent to your clients?, and then republish your site. 4. Click Options on the navigation panel. 5. Enter the header in the Header section. You can also enter content tags for text that should be automatically updated. See Using Content Tags on page 5 for information on content tags. 6. Format the text as needed. See Formatting Text on page 6 for more information on formatting the text. Note: To preview your enewsletter, click Send Test Mail, enter your address, and then click OK. The firm contact address displays by default. In a few minutes, you will receive a sample enewsletter in your inbox. 7. Click Save Changes. enewsletters 3

7 Configuring the enewsletter Default Message To configure your enewsletter default message, do the following: 2. Click Modules > enewsletters on the toolbar. 3. Click Go to enewsletters Site. Note: This option is only available after you select Yes to the question Would you like Newsletters to be sent to your clients?, and then republish your site. 4. Click Options on the navigation panel. 5. Enter the default message in the enewsletter Default Message section. You can also enter content tags for text that should be automatically updated. See Using Content Tags on page 5 for information on content tags. 6. Format the text as needed. See Formatting Text on page 6 for more information on formatting the text. Note: To preview your enewsletter, click Send Test Mail, enter your address, and then click OK. The firm contact address displays by default. In a few minutes, you will receive a sample enewsletter in your inbox. 7. Click Save Changes. Creating Custom Newsletters Your firm can create a personalized newsletter, or article, to display on your site and in your enewsletters. enewsletters displays six articles, and if you configure your custom newsletter to display first on your website, it will be included in the enewsletter. To create a custom newsletter, do the following: 2. Click Newsletter > Custom Newsletters in the toolbar. 3. Click Add a New Article. 4. Enter the article title. 5. Enter a summary of the article in the Synopsis area. The synopsis will display on your website or in your enewsletter. 6. Enter the article text in the Article Detail area. The article text will not display on your website or in your enewsletter. The client must click on the article title to view the full article. 7. Format the text, if needed. For more information on using the formatting tools, see Formatting Text on page Click Save. You are returned to the Custom Newsletters page, and your new article is now selected. This article will now appear in on your website and in your enewsletters, depending on the options you selected. enewsletters 4

8 Managing the Current enewsletter On the Current enewsletter page, you can view and update the date the enewsletter is scheduled to be distributed to your clients. Note: This page is populated on the fifth of the month with new articles and tax alerts. If you go to this page between the date you send your enewsletter to the 5th of the month, this page will be blank. If necessary, you can also edit the current month's enewsletter content before it goes to your clients. If you consistently make changes to the header or default text of the current enewsletter, you may want to consider making changes on the Options page. See Configuring enewsletter Options on page 3 for more information. Important: If you make changes to the current enewsletter, and then update items on the Options page, your changes to the current enewsletter will be lost. To view or edit the current enewsletter, do the following: 2. Click Modules > enewsletters on the toolbar. 3. Click Go to enewsletters Site. Note: This option is only available after you select Yes to the question Would you like Newsletters to be sent to your clients?, and then republish your site. 4. Click Current enewsletter on the navigation panel. 5. Enter or edit the date scheduled, if necessary. This is the date the enewsletter will be sent to your clients. 6. Edit the enewsletter, if necessary. You can also enter content tags for text you do not want to update for each client. See Using Content Tags on page 5 for information on content tags. 7. Format the text as needed. See Formatting Text on page 6 for more information on formatting the text. Note: To preview your enewsletter, click Send Test Mail, enter your address, and then click OK. The firm contact address displays by default. In a few minutes, you will receive a sample enewsletter in your inbox. 8. Click Save Changes. Using Content Tags Content tags are placeholders for specific types of content. Content tags are replaced by appropriate content when the enewsletter is generated, such as your company name or the current month and year. You can format content tags, for example, by making them bold or italic. See Formatting Text on page 6 for information on formatting text in an enewsletter. enewsletters 5

9 To insert a content tag, do the following: 2. Click Modules > enewsletters on the toolbar. 3. Click Go to enewsletters Site. Note: This option is only available after you select Yes to the question Would you like Newsletters to be sent to your clients?, and then republish your site. 4. On the navigation panel, select one of the following: Click Options to add a tag to the current and all future enewsletters. Click Current enewsletter to add a tag to the current enewsletter only. 5. Place your cursor in the text where you would like to insert the tag, and then enter one of the following: {Name} Tag {Company Name} {Website} {Month} {Year} {Unsubscribe Link} Replaced by... The client's name as it was entered when the client subscribed to the enewsletter Your firm's name Your firm's website address The current month The current year A link for your client to click to unsubscribe from your enewsletter Important: Tags are case-sensitive. If you enter {company name} instead of {Company Name}, the user will see {company name} in their enewsletter instead of your company name. 6. Click Save Changes. Formatting Text There are several formatting tools available. Review the following for instructions on how to use the formatting tools. Note: You can also apply formatting to content tags. See Using Content Tags on page 5 for information on inserting content tags. Button Bold, italic, underline, strikethrough Description Select text in the editor and click one or more of these buttons to format the text with those attributes. Alignment Select text in the editor and click an alignment button to align all of the content to the left, center, right, or fully justified. enewsletters 6

10 Button Description Format Font style and size Find, Find/Replace Bulleted list, numbered list Select one of the style formats from the list to format the text in the editor using that predefined style. Select text in the editor, and then select a font family and font size to apply to the selected text. Click one of these options to search the text in the text editor, and if necessary, replace it. Click a list button to insert either a bulleted or numbered list. Undo, redo Click undo to undo the last action, or click redo to redo the action. Select text and click Hyperlink to insert a hyperlink to a website, or select a hyperlink and click Unlink to remove the hyperlink. The following are some types of information you may want to enter: Hyperlink Link URL. When inserting a hyperlink, there are several options on multiple tabs, but the only required entry is the Link URL, where you enter the website address. If you are linking to an item on your firm's website, you can click Browse to locate the site or file to link to. Anchors. If you have inserted an anchor (see below), you can select to link to that anchor. Title. Enter a title for the hyperlink, which can be a description of the link or the URL address. Titles display when your client hovers over the hyperlink. They also make your text compatible with screen-readers. Click Insert after making your selections. Anchor Anchors allow you to jump to certain points in a page. After you have inserted your anchor, insert a hyperlink to that anchor. See above for instructions. Place your cursor where you would like to insert the anchor, click the Anchor button, and then enter a name for the anchor. Click Insert after making your selections. You can drag an anchor anywhere in the text to move it, if necessary. enewsletters 7

11 Button Insert/Edit Image Cleanup messy code HTML code Insert date, insert time Preview Text or highlight color File Manager Description Place your cursor where you would like to insert an image and click this button. In the Insert/Edit image window, you can select the image and set the image properties. The following are some types of information you may want to enter: Image URL. Click Browse to locate or upload the image to insert. If you have not previously uploaded the image, select the Upload tab on the File Manager window and upload the image. Title. Enter a title for the image, which should be a short description of the image. Titles display when your client hovers over the image. They also make your text compatible with screen-readers. Appearance. Select the Appearance tab to determine the image's alignment, dimensions, margins, and border size in pixels, if necessary. Click Insert when you have finished making your selections. Highlight formatted text and click this to clean up any incorrect HTML formatting, such as taking out extra blank lines. Click to edit the text in HTML code. Click either of these buttons to insert the current date or current time into the text. These values are not variables, and will not be automatically updated as the content tags will be. Click to preview the content you are currently editing. Note: Click Send Test Mail to preview the full enewsletter. Select text and use one of these options to change the text color, or highlight the text in a selected color. Click to view any files you have uploaded on the File Manager tab. You can also select the Upload tab to upload a file, up to 100 MB, in one of the following file types:.jpg,.jpeg,.png,.gif,.swf,.flv,.mp3,.mp4,.mov,.avi,.mpg,.qt,. html,.pdf,.ppt,.pptx,.txt,.doc,.docx,.rtf,.xml,.xsl,.xls,.xlsx,.dtd,.zip,.rar,.css,.vcf,.js If you plan to store a large number of files and need to organize them under a new directory, select the New Directory tab. enewsletters 8

12 Insert a table Button Description Click to insert a new table.the following are some of the fields you should enter for the new table: Cols. Enter the number of columns the table should have. Rows. Enter the number of rows the table should have. Cell padding. Enter the number of pixels to insert between the cell wall and the cell contents. Cell spacing. Enter the number of pixels to insert between cells. Alignment. Select whether to align the table cell contents on the left, center, or right. Border. Enter the table border width in pixels. You can select a border color on the Advanced tab. Click Insert when you have finished making your selections. Use any of these options to modify a table. Table formatting Insert rule Clear formatting Table row properties. Change the row to a table header, body, or footer. You can also change the horizontal or vertical alignment. On the Advanced tab, you can change the background image or color for the row. Once you make your selections, you can select to apply the properties to just the current row, all rows in the table, or just the even or odd rows in the table. Table cell properties. Change the cell to a table header or body cell. You can also change the horizontal or vertical alignment. On the Advanced tab, you can change the background image or color for the cell. Once you make your selections, you can select to apply the properties to just the current row, all rows in the table, or just the even or odd rows in the table. Insert row above/below. Place your cursor in the table and click one of these buttons to insert a row above or below the current row. Delete row. Place your cursor in the row to be deleted, and click this button to remove the row. Insert column before/after. Place your cursor in the table and click one of these buttons to insert a column before or after the current column. Delete column. Place your cursor in the column to be deleted, and click this button to remove the column. Click to insert a horizontal line where your cursor is currently located in the editor. Select any formatted text and click this button to remove any formatting you have added. enewsletters 9

13 Button Show/hide page elements Subscript, superscript Custom character Description Click this button to display or hide invisible elements in the editor. Example: A table with transparent borders displays without borders when this button is not selected. Select text in the editor and click one of these buttons to change the text to subscript or superscript. Click to select a special character to insert. Reviewing enewsletter History You can view the following information for each previously sent enewsletter: subject line, the date sent, and the number of enewsletters sent. To view your enewsletter history, do the following: 2. Click Modules > enewsletters on the toolbar. 3. Click Go to enewsletters Site. Note: This option is only available after you select Yes to the question Would you like Newsletters to be sent to your clients?, and then republish your site. 4. Click History on the navigation panel. If necessary, click a column heading to sort by that value. Managing enewsletter Subscribers You can view a list of clients who have subscribed to your enewsletter on the Subscribers page. From this page, you can also edit or delete a client's subscription, if necessary. Only confirmed subscribers will receive enewsletters. To allow clients to subscribe to your enewsletters, you must select Yes to the question Do you want enewsletters opt-in displayed on the home page? on the Modules > enewsletters page. See Enabling enewsletters on page 2 for more information. To view a list of your enewsletter subscribers, do the following: 2. Click Modules > enewsletters on the toolbar. 3. Click Go to enewsletters Site. Note: This option is only available after you select Yes to the question Would you like Newsletters to be sent to your clients?, and then republish your site. 4. Click Subscribers on the navigation panel. If needed, click a column heading to sort by that value. enewsletters 10

14 5. If necessary, do one of the following: Click the Edit button Click the Delete button next to a client's name to edit the subscription. next to a client's name to remove the subscription. Note: You can also click Find at the top of the page to search your subscribers by their status, address, or name. After completing a search, click View All to clear the search results. enewsletters 11